Human Resources Administrator

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Employment opportunity to join the HR unit at Macdonald Campus, located in Ste-Anne-de-Bellevue. A two-year position, 3 days per week.

Position Summary:

Reporting to the Faculty Human Resources Advisor, the Human Resources Administrator acts as resource person to Faculty managers, employees, academic supervisors and researchers.  Provide support and information on a variety of matters related to unionized employment categories in AMUSE, MUNACA, AMURE, and AGSEM.   Initiates job requisitions and postings, monitors incoming applications, performs reference checks.   Process Workday transactions such as tracking of leaves and probationary period, terminations, contract renewals, salary adjustments, new staff onboarding, and other day-to-day administrative issues.   Gathers documents for grievances.  Provide information regarding HR policies to employees. 

Primary Responsibilities:

Responds to a variety of general and moderately complex requests and need for assistance from staff and administrative and academic supervisors in the faculty.   Acts as resource person to employees. 

Monitors compliance with collective agreements for employee groups AMUSE, AMURE, AGSEM Invigilators and MUNACA.  Maintain excellent working relationships with Faculty and central HR stakeholders.    

Administers documentation pertaining to compensation, tracking of trial/probationary periods, benefits,  employee records, for support and management staff.  Processes appointments, renewals, employee transfers, etc., according to procedures and regulations.  Handles timely notifications to MUNACA (e.g. confirmation of successful probation, delays in posting vacant positions or abolition/closing of existing positions, etc.). 

Provide administrative support in the talent acquisition process for unionized positions, such as AMUSE, AGSEM Invigilators, MUNACA and AMURE.  Engages in end-to-end process (drafting job description, job postings, preliminary screening of candidates, scheduling logistics for interviews, conducting interviews, preparing sample interview questions, references, offers and onboarding, as well as notification to unsuccessful candidates).   Maintains familiarity with the Work Study Subsidy Management program and its integration into Workday. 

Administers and monitors leaves, return from leaves, retirement and terminations, particularly following progress of staff on progressive return to work.    Administers and provides guidance on types of leaves (STD, LTD, maternity/parental, adoption, paternity, unpaid) ensuring proper process and documentation is provided.    Addresses inquiries about impact of certain leave types on vacation and benefits. 

Holds role of Absence partner in WD.    Adjusts in WD Time off  balances with carry over of vacation due to leaves, or balances for employees transferred from another faculty.    Verifies time off balances for Terminating employees.  Clarifies for new employees the application of “reference year” for accruing and for taking accumulated vacation. 

Provides administrative support and/or back-up to Faculty HR Advisor.  As needed, formulates preliminary recommendations on a variety of issues.  Assists with the administration of the annual government-sponsored program Canada Summer Jobs.   Responds to general inquiries from researchers with regards to process of inviting international academics, postdoctoral fellows and research trainees in categories exempt from labour-market impact assessment for the purpose of obtaining a temporary work permit. 

Assembles documentation for grievances, arbitration, or other purpose, to facilitate HR Advisor’s discussions with Labour Advisors, HR Lawyer, in preparation for hearings, or responses to grievances. 

Identifies WD reports in support of day-to-day HR operations.  Keeps abreast of new WD reports or updated functionality of system.  Maintains familiarity with frequently-used sections of Knowledge Base in order to better guide administrative and support staff to existing resources and processes.  Assists new supervisory staff with WD security roles.   Attends virtual meetings of WD Heavy users.  Runs WD  reports regularly for statistical and information purposes  (i.e. salaries, leaves, upcoming contract end dates, etc.). 

Implements and maintains systems and procedures for management and safekeeping of staff files and HR documents on a shared drive.  All record-keeping must be complete, consistent and transparent.  

Carries out other duties as assigned; assists as needed with “backfill” of WD tasks when other administrators are absent. 

Acts as liaison with Central Talent Acquisition unit for verification of the list of recipients of service recognition Milestones.  

Plans and organizes meetings; handles logistics and room bookings. 

Other Qualifying Skills and/or Abilities

Demonstrated experience handling human resources matters and processes. Experience with University HR policies and collective agreements.  

Excellent interpersonal skills to establish and maintain effective working relationships with employees in all employee groups, administrators and academic researchers at all levels. Ability to adapt and multi-task in a fast-paced environment and to carry on simultaneous deadline-driven projects. Client focused and proven attention to detail.  Result-oriented with demonstrated ability to effectively plan and organize work. 

Proven ability to work with information of a sensitive and confidential nature.   Proficiency with the use of Workday.  Demonstrated ability to work in a computerized environment using MS suite (Outlook, word-processing, spreadsheets and presentation software) as well as virtual tools like Teams and Zoom.

Must be fluently bilingual in English and French, both spoken and written. Knowledge of English: McGill University is an English-language university where day-to-day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 4 on a scale of 0-4.

Minimum Education and Experience:

DEC III 3 Years Related Experience /

Annual Salary:

(MPEX Grade 03) $59,870.00 - $70,440.00 - $81,010.00

Hours per Week:

20.25 (Part time) Monday, Tuesday, Thursday

Supervisor:

Human Resources Advisor

Position End Date (If applicable):

2026-04-30

Deadline to Apply:

2024-04-12

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected] .